UB> Adjustments and Fees> Input

Input a Billing

 

Summary

 

The Input Additional Billings process is used to apply manual billings to Utility Billing customer accounts using a fee code and/or service rate. The Input Billings process is generally used to create billing transactions that are not applied through the regular billing process (UB> New Billing).

 

You can only bill a fee code if the charge service on the fee code (UB> Maintenance> Fee Code> Service to Charge field) is attached to the customer account (UB> Maintenance> Account> Service Rates tab). You can also only bill service rates that are attached to the customer account.

 

Use the Miscellaneous Charges process (UB> Adjustments and Fees> Miscellaneous Charges) if you would like to assess charges on UB customer accounts using an adjustment type code. Alerts and credit information attached to the adjustment type code will be applied to the customer accounts processed in the Miscellaneous Charges process.

 

After charges have been created using the additional billings process, generate a New Billing batch on the accounts to bill the charges. Depending on how the billing statements are set up, the additional billings created by this process will display as individual lines items on the billing statement.

 

Related Links

 

Click here for information on Fee Code Maintenance.

Click here for information on Creating a Miscellaneous Billing using an Adjustment Code.

 

Step by Step

 

1     Create an Adjustments and Fees batch. 

 

  • Additional billings are generated using the Adjustments and Fees process.
  • Open the Adjustments and Fees Batches window (UB> Adjustments and Fees). The Batches window will display all the open Adjustments and Fees batches.
  • Click here for information on Batch Processing.
  • Click the Create New Batch button to create a new batch. This will open the Create Batch window.
    • If there are open batches in the Adjustments and Fees process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields will default to the current calendar period and calendar year and are used for reference only. The batch month and batch year do not affect the transaction or journal entry date of the transactions in the batch.

    • The transaction date of the miscellaneous billing is set up in the Input Billings window when the billing is generated (UB> Adjustments and Fees> Input> Select Billing from the Create icon drop-down> Transaction Date field).

    • The fiscal period the journal entry created is set up during the GL Distribution report (UB> Adjustments and Fees> GL Distribution> Journal Entry Date field).

  • Click Create to create the new Adjustments and Fees batch.

 

2     Open the Batch Overview page. 

 

  • The Batch Overview page provides a general overview of the selected batch.

  • The left navigation menu displays all the steps in the Adjustments and Fees process.

  • In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.

    • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.

    • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.

      • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.

  • The Batch Outputs section on the right will display any reports or exports that have already been generated in the Adjustments and Fees process.

 

3     Create the billing. 

 

  • Select Input from the Adjustments and Fees menu. This will open the Input window.
    • The Input window will display all of the transactions in the batch. Highlight a transaction and click Edit to open the selected transaction.
  • Click the Add button drop-down menu and select Billing. This will open the Input Billings window.
  • Select the customer account in the Account Number field. Enter an account number or click the field search button to select the account from a list.
    • The service rates attached to the customer account will populate in the window. The service rates populate in the window so that you can create a billing using a service rate.
  • The Transaction Date field will determine the transaction date of the billing.
  • Enter a description of the billing in the Description field.
  • Check the Tax transactions toggle if you would like to tax the billing amounts.
    • This only applies to billings generated using a service rate. The tax code attached to the service rate will be applied to the billing entered on the service rate. Tax codes are attached to service rates using the Service Rate Maintenance window (UB> Maintenance> Service Rates> Winter Average/Taxes tab> Tax Code field). The tax amount will be applied using the target service on the tax code (UB> Maintenance> Tax Code> Target Service field).
  • Check the Save Fee Codes toggle if you are generating billings on multiple customer accounts using the same fee codes. When this toggle is checked, the fee codes added to the Input Billings window will stay in the window after the billing has been created on a customer account. This reduces the data entry of adding the fee code to each customer account in the billing.

 

4     Enter the charges. 

 

  • The Charges section is used enter the billing amount. The service rates attached to the customer account selected in the Account Number field will populate in the Charges section.
  • Enter the billing amount on a service rate line item in the Charges section to create a billing on a service rate. Enter a billing amount in the Amount column and enter a multiplier in the Multiplier column.
    • If the Tax transactions toggle is checked, the tax codes attached to the service rates will be applied to the billing. Tax codes are attached to service rates using the Service Rate Maintenance window (UB> Maintenance> Service Rates> Winter Average/Taxes tab> Taxes field).
  • Click ADD FEE CODE to create a billing using a fee code. This will open the Fee Code Selection window. Select a fee code and the fee code will populate on the Input Billings window.
    • The charge service on the fee code (UB> Maintenance> Fee Code> Service to Charge field) must be attached to the customer account selected in the Account Number field.
      • Services are attached to customer accounts using the Account Master Maintenance window (UB> Maintenance> Account> Service Rates tab).
    • The flat amount attached to the fee code will populate on the billing line item created by adding the fee code. Modify the amount in the Amount column to change the amount of the billing.
    • Enter a multiplier in the Multiplier column. The value in the Multiplier column will be multiplied by the Amount to calculate the value in the Bill Amount column.
      • Enter 1 if the value in the Amount column should be billed.
  • Click the Save button to create the billing. The Input Billings window will reload and the billing will populate on the Input window. If the Save fee codes toggle was checked, the fee codes attached to the saved billing will populate in the Input Billings window.

 

5     Commit the Adjustments and Transactions. 

 

  • After the billings have been entered into the Adjustments and Transactions batch, print the Proof List and GL Distribution reports and commit the batch to commit the billings on the UB customer accounts.
    • The Commit step is only enabled after you have generated all of the required reports on the Adjustments and Fees menu.